Clinical Coordinator -CAPETOWN - WESTERN CAPE

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About the Role

The Clinical Coordinator assumes responsibility for the co-ordination of quality management systems in accordance with the appropriate regulatory and accreditation bodies; provision and establishment of occupational health services for clients' employees leading to capacity planning across DSP and mobile services to ensure the promotion, protection, and restoration of the employee’s health within a safe working environment.

This includes the coordination of all function and activities related to the provision, promotion, and assurance of quality occupational health care and case management, through the leadership of a multidisciplinary team in consultation with all relevant stakeholders. Clinical Coordinators will also resume responsibility for motivating, supporting, and optimising staff performance through capacity building, mentoring, and initiating thereby ensuring that an optimum contribution is made to the successful functioning of the division, under administrative direction of the Regional Operations Manager and the Occupational Health Medical Practitioner.

Key Responsibilities

• Coordinating and ensuring the conducting of Health Risk Assessment (HRA) in the workplace to determine workplace stressors and the impact on employees.
• Consolidating & ensuring that Occupational Risk Exposure Profiles (OREP) are available at all clinics for pre-employment, periodic, and exit levels of interventions.
• Ensuring suitability and fitness for the employment of employees based on the Occupational Risk Exposure Profile (OREP).
• Determining the need for biological monitoring in risk assessments.
• Coordinating and ensuring HRA for pregnant women are done, to ensure proper placing for the duration of pregnancy.
• Coordinating and ensuring that site walkthroughs are conducted monthly and as when required.
• Ensuring that risk-based occupational medical surveillance programs are conducted at fixed clinics and are in line with the HRA.
• Managing SLA with fixed clinics in relation to client SLA.
• Organising and managing staffing issues such as locums in alignment with NOH policies.
• Coordinating clinic activities e.g. Medical Surveillance Program, Monthly stats.
• Ensuring that fixed clinics comply by conducting six-monthly audits in alignment with the following key criteria:
  1. Qualifications
  2. Calibration
  3. Medical Waste Compliance
  4. Infrastructure
  5. Record Keeping and Documentation
  6. In Service Training for Identified Gaps
  7. Ensuring Accurate Record Keeping and Data Integrity
• Submitting Attendance Register per clinic to ROMS as well as PPE checklist.
• Informing ROMS promptly in writing of any administrative and client-related problems in alignment with SLA.
• Keeping attendance registers of permanent staff, locums, and OMP’s.
• Attending stakeholder workshops to outline process flows.
• Making available the incapacity, disability register per site/ per OD.
• Overseeing and managing employees with chronic illness & those returning from risk pool, post-illness, and post-injury on duty.
• Coordinating the scheduling of employees for renewal of fitness for duty certificate, which management requests for review and follow-up appointments.
• Coordinating the management of employees declared temporarily unfit to ensure their quickest possible return to normal duties.
• Coordinating the management of employees declared permanently unfit and ensuring they are referred for incapacity and disability assessment and the risk pool.
• Submitting chronic register per site to ROMS on the 1st of every month.
• Coordinating, managing, and referring COID cases that require compensation to claims administrators and keeping the relevant register.
• Coordinating the investigation of identified occupational illness and their reporting to the Safety Department.
• Representing the Health & Wellness department in the assigned business unit’s operational and safety meeting.
• Sourcing of external service providers for allocated region e.g. occupational therapist, Audiologist & ENT specialist, etc. in consultation with Operations Manager Support. Providing a resource list per area.
• Monitoring the utilization of locums & reporting to ROMS.
• Following up payments of service providers to ensure efficiency.
• Submitting requests for quotations for all services outside the SLA & obtaining Purchase Orders before services are undertaken.
• Ensuring an accurate asset register is in place & backed-up by the invoices. (Separate list for NOH & Client).
• Ensuring that monthly stock orders are done timeously, as per the NOH monthly ordering schedule and are within budget e.g. medical consumables, stationary, etc.
• Ensuring correct and sufficient PPE orders are done monthly. Monthly calculation of stock, to ensure minimum and maximum stock compliance.
• Participating in stock audits to ensure compliance.
• Being presentable in the correct uniform, wearing distinguishing devices and name badges. Ensuring the same for the team.
• Ensuring compliance with NOH privacy policy.
• Taking part in Customer Care Survey, submitting reports to ROM.
• Ensuring that customer quality comment card process is managed in the clinics and statistical feedback is available so that the service can be evaluated.
• Ensuring that a process is in place to investigate, follow up, and close out complaints and the OHNP in the clinic understands and implements the process.
• Completing the quarterly self-audit in the clinic; identifying root causes, and implementing corrective and preventative measures in consultation with ROM.
• Achieving above 75% in quarterly quality audit conducted by Regional Operations Managers.
• Informing Regional Operations Managers timeously of any external audits and providing prompt feedback regarding findings.
• Ensuring valid equipment calibration certificates are available at the clinic.
• Ensuring dispensing license is available in the clinic. Showing proof of follow up with Dept. of Health if dispensing license is not available.
• Ensuring availability of NOH Policies & Procedures File and proof of communication of such to staff.
• Effective implementation of the NOH standardized processes and practices.
• Effective & efficient management of medical waste.
• Infection Control: Ensuring availability of PPPE for staff in the clinic and submitting weekly PPE checklists to ROMS.
• Driving achievement of transformation goals as set out by the Transformation Committee.
• Identification of potential talent.
• Continuous education of line managers in respect of the Diversity business case.
• Employment Equity Planning - Alignment of EE targets with National targets.
• Assuming responsibility for own personal and professional development.
• Keeping up to date with Netcare’s evolving policies and procedures.
• Maintaining and improving personal skills and knowledge levels.
• Encouraging staff in their professional development.
• Staying abreast of the latest developments/upgrades and statutory requirements that may change.
• Induction & Orientation permanent and locum staff. Conducting In-service training to staff - proof available on file - attendance registers.
• Training plan available according to needs analysis of staff and executed.
• SHEQ updates undertaken monthly & shared with staff at the clinic.
• Updated Staff files available at the clinic with qualifications and signed JDs.
• Patient Health Education plan available and executed.
• NOH communication shared with staff & attendance registers available on file.
• Attending courses to ensure personal and professional self-development. (Online courses).
• Actively participating as a member of a team to achieve goals.
• Assuming responsibility for own personal and professional development.
• Keeping up to date with Netcare’s evolving policies and procedures.
• Maintaining and improving personal skills and knowledge levels.
• Encouraging staff in their professional development.
• Staying abreast of the latest developments/upgrades and statutory requirements that may change.